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Personal tax bulk distribution guide
Personal tax bulk distribution guide

This easy-to-follow guide provides the resources required by you for us to distribute your information requests in bulk.

Updated over 3 months ago

The Glasscubes bulk distribution service eliminates the time-consuming job of manually requesting information from your clients.

  • Time-saving, allows you to concentrate on other areas instead of spending hours sending individual requests.

  • Personalised information requests mean your clients do not lose that personal touch.

  • Takes away human error when sending private information.

Step 1: Planning

Meet with your Customer Success Manager to discuss the best way to distribute your information requests. Things to consider:

  • Who will be the best person/people for the requests to come from?

  • Who will be responding to the day-to-day client communications?

  • When do you want to send your requests?

  • How do you currently send requests for information?

  • Which Practice Management System do you use?

Step 2: Bulk distribution information

Decide which team member(s) the requests will be sent from. For each client, it should be the person who will respond to any questions and verify that you have received all necessary information.

Add your client data to the Information Request Bulk Distribution spreadsheet and share it with your Customer Success Manager. You can do that securely using Glasscubes. Simply create a new workspace called ‘Data Upload’, upload your spreadsheet to the files section, and share the file using a secure link.

Step 3: Aide-memoire bulk download

Download your aide-memoires in bulk into a single PDF file directly from your practice management system. IMPORTANT NOTE: You must ensure that each page includes a unique client code which includes a reference prefix, such as, CLIENT ID:, CLIENT CODE:, REF:, etc.

The header at the top of each page should be formatted as follows:

TAX RETURN INFORMATION REQUEST

YEAR ENDED 5 APRIL

CLIENT CODE:{UNIQUE CLIENT CODE} - {CLIENT'S FULLNAME}

If you are unable to amend your aide-memoires mail merge template, please contact your Customer Success Manager.

Upload your aide-memoire PDF file into your ‘Data Upload’ workspace and share it with your Customer Success Manager.

Step 4: Schedule your distribution

Once your Customer Success Manager has received both your information request bulk distribution list and aide-memoire PDF upload we will be able to schedule in your distribution date. We typically work to a 2 week lead time.

Step 5: Finalise your information request template

Your Customer Success Manager will share best practice with you on how to build your information request template and reminder schedule.

Step 6: Select your team

Confirm which team members will have visibility of the information requests and agree the what access each should have to client workspaces. It may be useful to create teams to assign workspace permissions in bulk. If you are uncertain please reach out to your Customer Success Manager.

Step 7: Inform your clients

Make sure to send your clients a communication no more than 7 days before the bulk distribution date, informing them of what to expect from Glasscubes and when. Be sure to explain why you are using the secure transfer service and what they will be required to do. Your Customer Success Manager will share with you a best practice email template.

Step 8: The Distribution

There's it! Sit back and await your client's information, the system will automatically send reminders and track all responses.

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